Meeting Minutes 2-11-2019
MINUTES OF REGULAR MEETING
OF BOARD OF TRUSTEES
HOLIDAY SHORES SANITARY DISTRICT
Monday February 11, 2019
The Board of Trustees of the Holiday Shores Sanitary District met on the above date in regular session pursuant to laws and rules of said Board of Trustees and in accordance with the terms of the notice of regular meeting.
Jeff Sedlacek, President called the meeting to order. Trustees, Richard Hayes and Brennan Murphy were present. Also present were Carla Lankster, District Clerk and Ken Dulle of Restoration Resources. Also present was Joseph Raymond of 219 Woodland and Kyle Jacoby, owner of the lot at 35 Shore Drive SW.
OPEN FORUM
Mr. Joseph Raymond attended the meeting to request a partial credit for a very large water leak, due to a pipe in the house busting. An HSSD technician went to meet Mr. Raymond, but he was not at the house, so he turned the water back on. It had been off for several months, and the leak detector was not moving, so he left it on. When Mr. Raymond returned to the house he discovered the leak and immediately turned off the inside valve. However, 42,000 gallons had gone through, which is $236.00 for the Water portion. After a discussion Mr. Hayes made a motion to reduce the $236.00 to $75.00. Mr. Murphy seconded the motion and all Trustees voted “Aye”.
Mr. Kyle Jacoby is the owner of 35 Shore Drive SW and his builder told him that the District was changing concrete companies and could not get a tank for the grinder pump, which was a misunderstanding. He said the builder tried to pay for a tank, but we could not accept it. Ms. Lankster explained that all paperwork must be filled out and the full amount of the water and sewer connection fees must be paid, before a tank is ordered and none of it has been done for 35 Shore Drive SW. Mr. Hayes stated that since we are in the process of changing companies, we can split the difference. Mr. Jacoby will pay half of the cost of the increase portion, depending on the size of the tank. Mr. Sedlacek believes that the lot, with a walkout basement, should only need a 7’ grinder pump tank, which is increasing from $6,000.00 to $6,600.00. So if it is a 7’ tank, his cost will be $6,300.00. Mr. Hayes made a motion to split the difference of the increase portion of the tank. Mr. Murphy seconded the motion and all Trustees voted “Aye”.
APPROVAL OF MINUTES
The minutes of January 14, 2019 regular meeting were submitted for approval. Mr. Hayes made a motion to approve the minutes for the January 14, 2019 regular meeting. Mr. Murphy seconded the motion and all Trustees voted “Aye”.
FINANCIAL
The Summary of Accounts was reviewed for the month of January, 2019. No motion necessary.
DISBURSEMENTS
After reviewing the Accounts Payable disbursements for the month of January, 2019, Mr. Hayes made a motion to approve the January 2019 disbursements. Mr. Murphy seconded the motion and all Trustees voted “Aye”.
The Central Square-USTI and Aptean-USTI e-printing bills were supposed to be approved. The October 2018 invoice from Aptean has not been received, and probably will never be received. An invoice was received from Central Square-USTI for the months of November and December for our bills to be e-printed. November 2018 was in the amount of $550.44 and December 2018 was in the amount of $549.86. President Jeff Sedlacek signed his approval of the invoices since they are over $500.00. There is no motion necessary.
Restoration Resources submitted Invoice 643, dated February 5, 2019, for water and wastewater operations management for January 2019. Mr. Hayes made a motion to approve Restoration Resources Invoice 643, dated 2/5/2019. Mr. Murphy seconded the motion and all Trustees voted “Aye”.
APPROVAL OF APPLICATIONS
The water and sewer applications for January, 2019 were reviewed, and included 4 customer transfers in Holiday Shores. Mr. Murphy made a motion to approve the January, 2019 applications. Mr. Hayes seconded the motion and all the Trustees voted “Aye”.
OTHER
Ms. Lankster presented information about hiring a temporary employee from Express Employment Professionals while Marian Wilkinson is out on medical leave of absence. The temporary Office Assistant will be needed during the months of March and April 2019. The cost will be between $18.00 and $25.00 per hour, depending on experience. Mr. Hayes made a motion to approve the temporary employee for the months of March and April. Mr. Murphy seconded the motion and all trustees voted “Aye”.
A document was received from 1st National Bank regarding the security pledges on the checking account balances. The current pledges are coming due and they need a signature to release those pledges, so that new ones can be set up. Ms. Lankster will sign the document and return it to the bank.
UNFINISHED BUSINESS
The Budget includes funding for improvements to the office, including painting and flooring. There was a discussion of who to use for the painting. We will contact Sherry Grider, Mike Schaeffer and Express Kitchens for the painting bids. Some possible contacts for the flooring bids will be Nick Thompson and Express Kitchens.
Ms. Lankster talked to Williams Office Supplies regarding the copy machine in the office. The lease will be maturing with RICOH/Wells Fargo in September, and Williams gave us a bid to buy or to lease a new copy machine. Mr. Hayes stated that the lease is a better option for a copier and made a motion to approve the lease. Mr. Murphy seconded the motion and all Trustees voted “Aye”.
NEW BUSINESS
MSD Mowing submitted the annual proposal for 2019 mowing and lawn treatment. The prices are the same as last year. Mr. Hayes made a motion to approve the 2019 proposal from MSD Mowing. Mr. Murphy seconded the motion and all trustees voted “Aye”.
The District will be using Kienstra Precast for the concrete tanks beginning immediately and the direct cost of the tanks will be higher. Therefore it is necessary for the cost of Sewer Connection fees to be increased. The prices were discussed and the fees for the connection fees will now be as follows. The 7’ tank will go up from $6,000.00 to $6,600.00. The 9’ tank will go up from $6,100.00 to $7,000.00 and the 12’ unit will increase from $6,200.00 to $7,500.00. The new tank cost is $165.00 per foot. An amendment to the Sewer Rate Ordinance will be presented at the March meeting for approval.
OPERATIONS
Mr. Dulle discussed the cost of the Memcor Membranes that need to be replaced at the water plant. There are 48 membranes on each Memcor and there are 2 Memcor units. Therefore a total of 96 membranes must be purchased and replaced. The normal price is $800.00 per membrane, but since 96 of them are being ordered, the price will be reduced to $750.00, and the District will not be charged for the shipping. The total cost will be $72,000.00. Mr. Murphy made a motion to approve the purchase of 96 Memcor Membranes for the Water Plant. Mr. Hayes seconded the motion and all Trustees voted “Aye”.
Mr. Dulle discussed the Water Tank valve freezing during the recent extreme cold. The Tank located at the water plant had the main valve freeze and start leaking. The new valve has been purchased, but the temperatures have been too cold to do the repair. It is currently wrapped and the leak is contained, until the repair can be made.
ADJOURNMENT
Mr. Hayes made a motion to adjourn the regular meeting. Mr. Murphy seconded the motion, and all Trustees voted “Aye”.
Respectfully submitted, Carla Lankster, District Clerk